Nearly everyone I know complains that email is a time waster. Yet much of the problem results from our own actions. If you're looking around for some New Year's resolutions to make, here are some ideas, in this Part I of a little catalog of things we do that help waste our time.
e waste a lot of time by choice. That's OK, but when we've chosen to waste it, complaining bitterly about what we ourselves are doing isn't OK. And that's what many of us are doing with email.
Here's Part I of a little catalog of painful things we do (or don't do) with email. See "Email Antics: Part II," Point Lookout for December 31, 2003, for more.
Wasting time is OK, but complaining bitterly about what we ourselves are doing isn't
Forget to attach the attachment
Not so bad if you realize it, and then quickly send another copy with the attachment. This one is so common that an explanation for the second message is no longer necessary. Truly embarrassing, though, if you don't realize it and someone chooses to Reply All to tell you, especially if "All" is a large number of important people.
Forget to remove their attachment from your reply
Some email systems, such as Lotus Notes, include the attachment in replies by default, which is annoying to people on PDAs or slow connections. Change your preferences.
Reply to All when replying to one will do
Especially when your reply is something like "thanks." Restrict your reply to the people who really care.
Reply when you're angry
I call this Typing Under the Influence (of adrenaline). You're sure to regret it, perhaps as soon as you click Send. Before you click Send, Breathe. See "Avoid Typing Under the Influence," Point Lookout for May 23, 2001.
Write an outrageously angry reply, not intending to send it, and then send it accidentally
You might think of the writing as a therapeutic exercise, but it's dangerous. Never type anything into your computer that you wouldn't want the entire world to see.
Participate in an email feud with many CCs
Even with no CCs, this is worse than a waste of time. You can't "win," and you're bound to look foolish (or worse) to some of the observers.
Try to resolve in email any issue that has high emotional content
Even a great writer has difficulty dealing with emotions in words. Deal with emotions in person or at least by telephone. See "Email Happens," Point Lookout for September 5, 2001.
Get their address by replying to an old message that predates their change of address
You'll think you sent them the message, but what if they no longer check email there? If you're lucky, you'll get a bounce report. If not, you both lose valuable time.
Believe that your writing is so clear that nobody could possibly misinterpret it
It's strange, but when somebody interprets our words in a way different from what we intended we call that a misinterpretation. Maybe what we sent was a misstatement.
Believe that your first interpretation of someone else's words is the only possible interpretation
If you can't think of three ways to interpret something, keep thinking. Or maybe start thinking.
If you do some of these, and you'd like to stop, tack this list on your wall. Highlight the ones you want to avoid, and review it once in a while to see how you're doing. Be patient, expect lapses, and celebrate your victories. TopNext Issue
Are you so buried in email that you don't even have time to delete your spam? Do you miss important messages? So many of the problems we have with email are actually within our power to solve, if we just realize the consequences of our own actions. Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Order Now!
And if you have organizational responsibility, you can help transform the culture to make more effective use of email. You can reduce volume while you make content more valuable. You can discourage email flame wars and that blizzard of useless if well-intended messages from colleagues and subordinates. Read Where There's Smoke There's Email to learn how to make email more productive at the organizational scale — and less dangerous. Order Now!
Your boss's comments about your work can make your day — or break it. When you experience a comment as negative or hurtful, you might become angry, defensive, withdrawn, or even shut down. When that happens, you're not at your best. What can you do if your boss seems intent on making every day a misery?
Business speech and business writing are sometimes little more than high falutin' goofy talk, filled with pretentious, overused images and puff phrases of unknown meaning. Here are some phrases that are so common that we barely notice them.
We spend a lot of time and emotional energy in meetings, much of it engaged in any of dozens of ritualized games. Here's Part III of a little catalog of some of our favorites, and what we could do about them.
Nearly everyone complains that email is a time waster. Yet much of the problem results from our own actions. Here's Part II of a little catalog of things we do that help waste our time.
Participating in or managing a virtual team presents special communications challenges. Here's Part III of some guidelines for communicating with members of virtual teams.
I offer email and telephone coaching at both corporate and individual rates.
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Ever wonder if there isn't a better way to travel? Travel is essential, but the hassles of travel aren't. Read 202 Tips for Business Travel to learn how to convert business travel from a time-wasting hassle to a breeze. Revised and updated for 2008 with 101 new tips! Check it out!
Projects never go quite as planned. We expect that, but we don't expect disaster. How can we get better at spotting disaster when there's still time to prevent it? How to Spot a Troubled Project Before the Trouble Starts is filled with tips for executives, senior managers, managers of project managers, and sponsors of projects in project-oriented organizations. Check it out!
Are you so buried in email that you don't even have time to delete your spam? Do you miss important messages? Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Check it out!
Are your projects always late and over budget? Are your project teams plagued by turnover, burnout, and high defect rates? Turn your culture around. Read 52 Tips for Leaders of Project-Oriented Organizations, filled with tips & techniques for organizational leaders. Check it out!
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e waste a lot of time by choice. That's OK, but when we've chosen to waste it, complaining bitterly about what we ourselves are doing isn't OK. And that's what many of us are doing with email.
Top 
Next IssueAre you so buried in email that you don't even have time to delete your spam? Do you miss important messages? So many of the problems we have with email are actually within our power to solve, if we just realize the consequences of our own actions. Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Order Now!
And if you have organizational responsibility, you can help transform the culture to make more effective use of email. You can reduce volume while you make content more valuable. You can discourage email flame wars and that blizzard of useless if well-intended messages from colleagues and subordinates. Read Where There's Smoke There's Email to learn how to make email more productive at the organizational scale — and less dangerous. Order Now!
When Your Boss Attacks Your Self-Esteem
High Falutin' Goofy Talk
Games for Meetings: Part III
Email Antics: Part II
Virtual Communications: Part III
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Ever wonder if there isn't a better way to travel? Travel is essential, but the hassles of travel aren't. Read 202 Tips for Business Travel to learn how to convert business travel from a time-wasting hassle to a breeze. Revised and updated for 2008 with 101 new tips! Check it out!
Projects never go quite as planned. We expect that, but we don't expect disaster. How can we get better at spotting disaster when there's still time to prevent it? How to Spot a Troubled Project Before the Trouble Starts is filled with tips for executives, senior managers, managers of project managers, and sponsors of projects in project-oriented organizations. Check it out!
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Are you so buried in email that you don't even have time to delete your spam? Do you miss important messages? Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Check it out!
Are your projects always late and over budget? Are your project teams plagued by turnover, burnout, and high defect rates? Turn your culture around. Read 52 Tips for Leaders of Project-Oriented Organizations, filled with tips & techniques for organizational leaders. Check it out!
A Tip a Day arrives by email each business day. It's 20 to 30 words at most, and gives you a new perspective on the hassles and rewards of work life. Most tips also contain links to related articles. Free!
Save a bundle and even more important save time! Order the Combo Package and download all 21 ebooks and tips books at once, for one low price of USD 161.95 vs. USD 332.15, a savings of over 51% compared to ordering them separately.
